Academic Department Operations Coordinator

The California State University; California, Northern (MO, KY); Hybrid; USD 52,000 - 56,000; Full time

Job summary

The California State University in San José seeks a Department Support Coordinator to provide administrative and academic program support to multiple departments. The role reports to the Director of Resources and Operations and serves as a front-line resource for students, faculty, staff, and visitors, handling daily office tasks and coordinating department activities.

Key responsibilities include front-office duties, coordinating events, processing requisitions and payments, maintaining files

Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents.
• Two (2) years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.
• Bachelor's degree or equivalent experience
• Three (3) years clerical experience in an office setting maintaining files, answering phones, and providing customer service.
• Experience with Student Administration, Microsoft Office, web development/maintenance, and Google Suite

Responsibilities

• Provide front-office support by answering phones, responding to inquiries, assisting visitors, distributing mail, processing documents, and maintaining office equipment and supplies
• Coordinate department events and meetings, including orientations, graduation activities, speaker series, retirements, facility reservations, flyers, catering, RSVPs, setup, and cleanup
• Support financial and administrative operations by processing purchase requisitions, direct pays, ProCard reconciliations, scholarship check requests, service requests, key requests, and department financial data
• Maintain electronic files, social media platforms, websites, office cards, reports, and other department records and communications
• Provide academic program support by processing student forms, coordinating faculty schedules and workload information, posting class cancellation notices, and ensuring faculty have the resources necessary to teach

Skills

Professional communication

AI awareness

Linux administration

Scripting

System administration

Project management

Confidentiality

Multitasking

Technical documentation

Stakeholder communication

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Google Suite

Web development/maintenance

Job description

The California State University in San José seeks a Department Support Coordinator to provide administrative and academic program support to multiple departments. The role reports to the Director of Resources and Operations and serves as a front-line resource for students, faculty, staff, and visitors, handling daily office tasks and coordinating department activities.

Key responsibilities include front-office duties, coordinating events, processing requisitions and payments, maintaining files